Operations Coordinator

1 month ago

Montreal, Quebec, Canada J.W. McConnell Foundation Full time
About the J.W. McConnell Foundation

The J.W. McConnell Foundation is a private Canadian foundation that strives for a resilient, inclusive, and sustainable society. We aim to address complex challenges through various means, including financial contributions, capacity building, consultation, and collaboration with the public, private, and non-profit sectors.

Job Summary

We are seeking an Operations Specialist to provide direct support to our Chief Operating Officer on Foundation-wide initiatives and projects. The successful candidate will work collaboratively with multiple teams to execute, implement, and monitor procedures regarding operational projects and processes.

Main Responsibilities
  • Project Coordination and Support (50%):
    • Coordinate a portfolio of projects with the COO, following organizational project management practices, tracking progress, and executing key aspects.
    • Coordinate, collaborate, and follow-up with internal and external parties on project status and timelines.
    • Prepare and draft documents related to project coordination and status updates.
    • Support the Operations team in initiating and closing projects.
    • Identify and implement continuous improvement projects with senior leaders.
    • Support business intelligence initiatives to drive decision-making and develop dashboards and reporting.
    • Coordinate and support the development of the Foundation's contact and relationship management database.
    • Build on existing process mapping exercises and recommendations.
  • Crosscutting Operational Support (30%):
    • Play a key role in new staff onboarding by providing training and orientation.
    • Develop and maintain organizational information systems and process maps.
    • Support the IT Manager in monitoring internal IT service requests and resolving basic or recurring issues.
    • Support efficient office administration and procedures.
    • Support the development of a vendor management process.
    • Provide backup and ad-hoc support to operational demands and deadlines.
  • Organizational Responsibilities (20%):
    • Support the drafting and proofreading of operational documents and communications.
    • Support the development and preparation of reporting packages for senior management and Trustees.
    • Provide training to staff on operational aspects and platforms.
Requirements
  • 3-5 years of experience in coordinating operations.
  • Knowledge acquired through relevant studies or professional experience in operating complex systems.
  • Functional bilingualism with excellent oral and written skills in English or French.
  • Experience facilitating and training groups.
  • Experience in understanding and analyzing market research.
  • Experience coordinating operational and IT projects.
  • Experience in process mapping and root cause analysis.
  • Knowledge of internal controls and basic financial accounting.
  • High proficiency with standard office software.
  • Exceptional interpersonal, written, and oral communications skills.
Assets
  • Understanding of project management principles.
  • Knowledge of the philanthropic sector.
  • Familiarity with technical tools, platforms, and services.
  • Familiarity or basics of coding and advanced Excel.
  • Experience with process mapping.
Benefits
  • Generous, fully paid benefits and a health spending account.
  • Simplified pension employer matching.
  • Holiday granting and charitable donation allowances.
  • Employee Assistance and Virtual Medicine programs.
  • Hybrid working conditions and home office allowance.
  • Immediate vacation access and a paid week in December.
Equal Employment Opportunity Statement

The J.W. McConnell Foundation is committed to building a diverse and inclusive team. We welcome applications from Indigenous people, Black people, racialized people, women, non-binary and gender-nonconforming people, people from the 2SLGBTQQIA community, people with disabilities, and newcomers to Canada. We strive to create an inclusive work environment and will consider equity status throughout the recruitment process.

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